Notes and coaching

Notes

When an employee commits an infraction, a manager, generalist, or employee can create a note about the incident. A note is a record of information about an incident that includes the date, type, and comments. Both an employee and manager can create a note about the incident. The employee may not see the same information as the manager.

Manager notes

Managers can make their notes public or private. A private note is available only to the writer. Staff can view others' public notes, but they cannot update them. Managers can keep a log of significant development or performance-related events or other significant information for their direct or indirect reports. For example, the notes can include items to remember for a performance appraisal or to assess development or succession potential. Managers can also take notes for employee relations issues.

Other staff can create public or private notes. A Manager can view their public notes, but cannot update them.

When completing a manager appraisal, click the Take Notes link to view notes about the employee. The notes are initially displayed in a calendar view.

Administrator notes

Managers can keep a log of significant development or performance-related issues. Administrators or generalists can keep notes for specific resources. Notes can be public or private. A private note is available only to you and the employee's manager. Employees can view public notes that you create, but they cannot update them.

Employees can create notes for themselves and managers can create notes for their staff. Administrators can view all notes, but can only update notes that they created.

Notes about a resource are available on the resource's profile and also on the resource's employee and manager appraisals.

Employee notes

Employees can take notes to keep a log of significant performance and development-related events during self-appraisal or during a meeting with a manager. Notes are also used in Employee Relations to record information about events or conversations.

Coaching

Coaching is a tool to document a meeting between a manager and employee. Typically this is used to address employee behavior before the issue becomes severe enough to require a corrective action. A manager uses coaching to help prepare for the discussion with the employee and to document the discussion. The process of creating a coaching involves:

• Adding details about the coaching such as the behavior or encouraged behavior
• Identifying the resources involved
• Creating or attaching relevant documentation and notes
• Identifying a relevant corrective action
• Tracking correspondence

After the coaching record is created, a manager can create a meeting with the parties involved. The manager can update the coaching information after the meeting takes place.

Coaching differences for a generalist or administrator

In addition to a manager, a generalist or administrator can create or access a coaching record. They can view some information that the manager cannot and they can perform additional actions:

• View all Employee Relations items: Notes, coaching sessions, corrective actions, and grievances for each employee from the Resources list.
• See all notes or coaching across the organization.
• Access fields that are used for reporting. When a coaching record is created by a manager, information is saved on the coaching record. For example, the employee's primary work assignment, manager, and human resources contact information. The information cannot be changed by a manager. A generalist or administrator can change these fields.
• Access grievances and create a grievance as a result of a coaching.